BOARD OF CITY COMMISSIONERS
AND THE SHAWNEE MUNICIPAL AUTHORITY
CITY OF SHAWNEE
SPECIAL CALLED SESSION
November 12, 2013
The Board of City Commissioners and the Trustees of the Shawnee Municipal Authority met in Special Called Session at the Heart of Oklahoma Exposition Center, Highway 177 and Independence Street, Shawnee, Oklahoma, Tuesday, November 12, 2013 at 6:30 p.m., pursuant to notice duly posted as prescribed by law. Mayor Mainord presided and called the meeting to order. Upon roll call, the following members were in attendance.
James Harrod Keith Hall
Commissioner Ward 3-Vice Mayor Commissioner Ward 4/SMA Trustee
SMA/Trustee
John Winterringer Steve Smith
Commissioner Ward 5/SMA Trustee Commissioner Ward 6/SMA Trustee
Absent: None
The Call for said meeting was entered upon the records by the City Clerk, said Call being as follows:
NOTICE OF A CALLED SPECIAL SESSION JOINT MEETING
OF THE BOARD OF CITY COMMISSIONERS
AND THE SHAWNEE MUNICIPAL AUTHORITY
OF THE CITY OF SHAWNEE, OKLAHOMA
TO THE BOARD OF COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA AND THE TRUSTEES OF THE SHAWNEE MUNICIPAL AUTHORITY:
You and each of you are hereby notified that by virtue of a call issued by me on this 5th day of November, 2013 a Special Called Session of the City of Shawnee Board of Commissioners will be held at the Heart of Oklahoma Exposition Center, Highway 177 and Independence Street, Shawnee, Oklahoma at 6:30 p.m. on November 12, 2013 and you are hereby notified to be present at said meeting.
The purpose of the following special call session of the City Commissioners will be a work session for general discussion of issues within city government and SMA, including possible new initiatives; general discussion of priorities and plan of action for staff; and general discussion of commission policies. This will be a wide ranging discussion amongst commissioners and staff.
There will be no action taken or decisions made at this meeting. It is for discussion purposes only. There will be no public comments.
Witness my hand this 5th day of November, 2013.
(SEAL)
ATTEST:
s/s Phyllis Loftis s/s Brian McDougal
PHYLLIS LOFTIS, CMC BRIAN MCDOUGAL
CITY CLERK CITY MANAGER
STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.
I received this notice on the 5th day of November, 2013 at 3:44 p.m., and executed the same by delivering a true and correct copy thereof to each of the Commissioners of the Board of City Commissioners for the City of Shawnee, Oklahoma and the Trustees of the Shawnee Municipal Authority as follows:
I delivered a true and correct copy to Mayor Wes Mainord via e-mail at 4:16 o’clock p.m. on November 7, 2013
I delivered a true and correct copy to Commissioner Linda Agee via e-mail at 6:31 o’clock p.m. on November 7, 2013
I delivered a true and correct copy to Commissioner John Winterringer via e-mail at 12:24 o’clock p.m. on November 5, 2013 but no response was received
I delivered a true and correct copy to Commissioner Steve Smith via e-mail at 7:34 o’clock a.m. on November 8, 2013
I delivered a true and correct copy to Commissioner James Harrod via e-mail at 8:46 o’clock a.m. on November 10, 2013
I delivered a true and correct copy to Commissioner Pam Stephens
via e-mail at 12:24 o’clock p.m. on November 5, 2013 but no response was received
I delivered a true and correct copy to Commissioner Keith Hall via e-mail at 6:28 o’clock p.m. on November 7, 2013
s/s Phyllis Loftis
CMC, City Clerk
CALL FOR SPECIAL JOINT SESSION OF THE BOARD OF CITY COMMISSIONERS AND THE TRUSTEES OF THE SHAWNEE MUNICIPAL AUTHORITY OF THE CITY OF SHAWNEE, OKLAHOMA TO BE HELD ON THE 12TH DAY OF NOVEMBER, 2013 AT 6:30 O’CLOCK P.M. AT THE HEART OF OKLAHOMA EXPOSITION CENTER, HIGHWAY 177 AND INDEPENDENCE STREET, SHAWNEE, OKLAHOMA. THE PURPOSE OF THE FOLLOWING SPECIAL CALL SESSION OF THE CITY COMMISSIONERS WILL BE A WORK SESSION FOR GENERAL DISCUSSION OF ISSUES WITHIN CITY GOVERNMENT AND SMA, INCLUDING POSSIBLE NEW INITIATIVES; GENERAL DISCUSSION OF PRIORITIES AND PLAN OF ACTION FOR STAFF; AND GENERAL DISCUSSION OF COMMISSION POLICIES. THIS WILL BE A WIDE RANGING DISCUSSION AMONGST COMMISSIONERS AND STAFF.
THERE WILL BE NO ACTION TAKEN OR DECISIONS MADE AT THIS MEETING. IT IS FOR DISCUSSION PURPOSES ONLY. THERE WILL BE NO PUBLIC COMMENTS.
BY VIRTUE OF THE AUTHORITY VESTED IN ME BY SECTION 4, ARTICLE IV OF THE CHARTER OF THE CITY OF SHAWNEE, OKLAHOMA, A SPECIAL SESSION OF THE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA IS HEREBY CALLED TO MEET AT THE HEART OF OKLAHOMA EXPOSITION CENTER, HIGHWAY 177 AND INDEPENDENCE STREET, SHAWNEE, OKLAHOMA AT 6:30 P.M. ON NOVEMBER 12, 2013 FOR A WORK SESSION FOR GENERAL DISCUSSION OF ISSUES WITHIN CITY GOVERNMENT AND SMA, INCLUDING POSSIBLE NEW INITIATIVES; GENERAL DISCUSSION OF PRIORITIES AND PLAN OF ACTION FOR STAFF; AND GENERAL DISCUSSION OF COMMISSION POLICIES. THIS WILL BE A WIDE RANGING DISCUSSION AMONGST COMMISSIONERS AND STAFF.
THERE WILL BE NO ACTION TAKEN OR DECISIONS MADE AT THIS MEETING. IT IS FOR DISCUSSION PURPOSES ONLY. THERE WILL BE NO PUBLIC COMMENTS.
WITNESS MY HAND THIS 5TH DAY OF NOVEMBER, 2013.
s/s Brian McDougal
BRIAN MCDOUGAL
CITY MANAGER
(SEAL)
ATTEST:
s/s Phyllis Loftis
PHYLLIS LOFTIS, CMC, CITY CLERK
CALL TO ORDER AT 6:30 P.M.
DECLARATION OF A QUORUM
Roll was called with five Commissioners/Trustees present and a quorum was declared.
AGENDA ITEM NO. 1: General discussion of issues within city government and SMA, including possible new initiatives; general discussion of priorities and plan of action for staff; and general discussion of commission policies. This will be a wide ranging discussion amongst commissioners and staff.
There will be no action taken or decisions made at this meeting. It is for discussion purposes only. There will be no public comments.
City Manager Brian McDougal explained the purpose of tonight’s meeting was for staff to receive direction and Commissioners to set priorities regarding projects/issues that will be coming before the Commission in the future.
COMMISSIONER SMITH ARRIVES AT 6:35 P.M.
Mr. Leo Pressley was the facilitator of the meeting and began by asking Commissioners and the City Manager to rate the projects/issues they felt were most important to discuss.
When results were compared, economic development was the issues with the greatest commonality. Mr. McDougal stated that dedicated economic development funding was a critical in order to be competitive. Commissioners discussed the pros and cons of having spec or shell buildings built and available for prospective businesses that may want to locate in Shawnee. Options for increasing revenue were discussed and included sales tax increase, a property tax increase, raising current City fees and increasing the hotel/motel tax. Mayor Mainord noted that a consultant from the University of Oklahoma stated that Shawnee hotel/motel tax should be 8.5%. This increase would have to be approved by the voters and it was stated that increasing revenue in this manner may be easier than any of the other options.
The construction of a frontage road between Union Street and Harrison Street was also discussed. Shawnee Economic Development Director Tim Burg said that the greatest hurdle in accomplishing this was not the flood plain issue but the railroad track issue with Burlington Northern Railroad. He stated that the railroad would not install a new railroad crossing unless an existing one is closed. This discussion was concluded with Commission directing staff to begin discussions with Burlington Northern Railroad regarding the construction of the frontage road.
The issue of separating the Shawnee Convention and Visitors Bureau (CVB) from the Shawnee Chamber of Commerce was then discussed. Hiring consultant Bill Geist to help facilitate the transition was discussed. It was noted the CVB has this item on their agenda for their upcoming meeting.
COMMISSIONER WINTERRINGER LEAVES AT 8:24 P.M.
The next item discussed was sales tax compliance. Mr. McDougal said that currently the City has no tools available to determine who is paying tax and who is not. There is also no way to track new businesses that may have opened without obtaining a sales tax permit. Finance Director Cindy Sementelli noted that current records indicate that there are 718 permitted businesses in Shawnee according to the Oklahoma Tax Commission (OTC), although she feels the actual number of businesses may be greater. City Attorney Mary Ann Karns said that the OTC has a list of sales tax delinquent businesses in Shawnee and with approval of the OTC, she could send a demand letter to those businesses. Staff directed that a contract with the Oklahoma Tax Commission be on the November 18, 2013 City Commission agenda which would authorize the City Attorney to demand payment of delinquent sales tax.
Regarding the 911 System, it was noted that negotiations with the County have been tough. The Commission directed staff to continue with the negotiations.
The issue of providing public storm shelters was discussed. Commissioner Steve Smith would like to see the City provide shelters, although Mr. McDougal stated that most cities have found it more dangerous to provide shelters. Issues regarding people driving to shelters in dangerous situations or being turned away from shelters that are full were reasons cities have elected to close their shelters to the public. Mayor Mainord and Mr. McDougal both reported on the problems associated with opening City Hall and Fire Station No. 3 to the public for shelter, and requested that this practice be stopped. Commissioner Agee noted that Emergency Management Director Don Lynch was working on finding additional shelters and did not want to discuss closing City Hall and the fire station until other shelters could be identified. It was requested that an item be placed on the City Commission agenda in late January to consider closing City Hall and Fire Station No. 3 to the public as storm shelters.
Another item briefly discussed was a Fire Training Center on land recently donated to the Fire Department. Commissioner Hall introduced this topic for discussion but stated that it may not be viable at this time. Mr. McDougal said budgeting and costs would need to be determined and that it would likely be included in next year’s capital improvement list.
Regarding the homeless situation in Shawnee, Commissioner Hall stated the City needs to explore avenues that will address the homeless situation while still being compassionate to the plight of the homeless. City Manager McDougal spoke of Shawnee Strong – Pottawatomie County Proud, a group of citizens working to clean up Shawnee, especially debris in the areas where homeless individuals have camped.
Other items discussed briefly were tribal relations in this area as opposed to other areas of the state, and the Downtown Streetscape Project.
AGENDA ITEM NO. 2: ADJOURNMENT
There being no further business to be considered, the meeting was adjourned by power of the Chair. (9:18 p.m.)
WES MAINORD, MAYOR
(SEAL)
ATTEST:
_________________________
PHYLLIS LOFTIS, CMC
CITY CLERK
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